Project Coordinator/Dispatch & Scheduling Lead- ID

GeoTek; Meridian (ID); On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

401(k) with Company Match

Paid Time Off (PTO)

Paid Holidays

Job summary

GeoTek, Meridian, is hiring a Full-Time Project Coordinator/Dispatch & Document Control Lead to support inspections, manage project files, track data, and assist with billing on large industrial projects.

The role requires strong organization, communication, and multitasking skills in a fast-paced office. A bachelor’s degree or 4 years of related experience is preferred, with proficiency in MS Office and Ajera a plus.

Qualifications

• Bachelor's degree or equivalent experience in a relevant field.
• Experience with project-based accounting or Ajera is a plus.
• Strong organizational abilities and attention to detail.

Responsibilities

• Coordinate high-volume inspection scheduling and communication with clients, contractors, project managers, and staff.
• Track project data, labor hours, invoices, and reports using accounting and PM software.
• Create and manage project files and administrative documentation.
• Assist billing activities: prepare invoices, monitor budgets, and support collections.
• Process client payments and apply funds to invoices.
• Serve as billing contact to resolve inquiries and maintain client satisfaction.
• Perform quality control reviews of documents and packages for accuracy and compliance.
• Identify process improvements for administrative, scheduling, and project support.
• Support project managers and accounting personnel as needed.
• Perform other duties as assigned.

Skills

Organizational skills

Multitasking

Verbal and written communication

Attention to detail

Education

Bachelor's degree in business administration, accounting, finance, or related field

or minimum 4 years engineering-industry experience

Tools

Microsoft Office

Ajera

Job description

Incorporated in 1997, GeoTek is a full-service consulting engineering firm specializing in geotechnical engineering, construction materials testing, special inspections, and environmental consulting. We are founded on the principle of providing strong business partnerships with our clients by demonstrating a committed passion for those who demand technical advice and responsive customer service that adds value to their projects.

Our mission is to build and maintain strong business partnerships by demonstrating a committed passion for the principles of high-quality customer service and professional consultation that results in optimum value to our clients. We provide our employees with just compensation and a challenging, stable work environment that embodies ongoing opportunities for them to further their individual goals. We also aim to furnish a good return for our shareholders by consistently achieving our financial objectives.

GeoTek offers a variety of jobs to build on your professional career, with multiple offices located in Nevada, California, Idaho, and New Mexico. Our branch offices serve more than just the state they are located in, providing services across a wide region.

We're hiring a Full-Time Project Coordinator/ Dispatch & Document Control Lead position at our Meridian Office!

Summary

Support the office and project teams by coordinating inspections, managing project documents, tracking project information, and assisting with billing and administrative tasks for large industrial and construction projects. This role requires strong organization, communication, and multitasking skills in a fast-paced office environment.

Supervision Exercised

Direct Supervisory Responsibility: None

Essential Job Functions

• Coordinate high-volume inspection scheduling and maintain regular communication with clients, contractors, project managers, and technical staff to support infrastructure and major industrial projects.
• Utilize accounting systems, project management software, and Microsoft Office applications to track and maintain project data, documentation, labor hours, invoices, reports, and related records.
• Create, organize, maintain, and distribute project files, reports, and administrative documentation in accordance with company policies, client requirements, and established procedures.
• Coordinate and support billing activities by preparing invoices, reviewing project information for accuracy, monitoring project budgets and contractual requirements, and assisting with collections efforts when needed.
• Process client payments by recording, depositing, and accurately applying funds to corresponding invoices within company accounting systems.
• Serve as a point of contact for clients on billing-related matters, ensuring responsive, professional communication to resolve inquiries and support client satisfaction.
• Perform quality control reviews of project documentation, reports, and billing packages to ensure accuracy, completeness, and compliance with company and client requirements.
• Identify opportunities to improve administrative, scheduling, billing, and project support processes while providing general support to project managers and accounting personnel.
• Perform other duties as assigned by management.

Education and Experience

Bachelor's degree in business administration, accounting, finance, or a related field; or a minimum of 4 years of experience (engineering industry experience preferred).

Certifications/License

No Required certifications or licenses.

Qualifications (Knowledge/Abilities)

• Strong experience with Microsoft Office applications, including Outlook, Excel, and Word.
• Ability to learn new software systems and processes quickly.
• Strong attention to detail with excellent organizational and multitasking skills.
• Clear verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Basic understanding of accounting, billing, or financial processes is preferred.
• Experience with project-based accounting or Ajera is a plus but not required.

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• 401(k) with Company Match
• Paid Time Off (PTO)
• Paid Holidays

Physical Activities and Requirements

Performing general physical activities related to the workplace such as talking, hearing, and seeing, especially where one must frequently convey detailed or important information quickly and accurately. Average hearing and conversational skills and the ability to properly receive information. Finger dexterity- the position uses repetitive movements of the wrists, fingers, and hands. Average visual abilities that allow one to inspect and prepare documents, manipulate tools, and operate office machinery. Position is highly sedentary and largely includes sitting, with occasional standing, walking, and bending over. May exert up to 10lbs occasionally.

Pay Range

$20—$22 USD

GeoTek is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by law.